CloudBuy Plc

eProcurement - cloudBuy Purchasing System

Simple way to trade with all your suppliers in a single, secure, eProcurement environment, bringing ‘consumer-style’ shopping to the complex world of B2B procurement with embedded payment options. Your buyers will only see selected products and services at approved prices with over 99.5% of orders auto matched and paid.


  • PCI DSS Level 1 and ISO 27001 certified
  • Integration with existing ERP/finance systems
  • Single sign on
  • Automatic 3-way matching of online order/goods receipt/invoice documents
  • Embedded payment module for pCard purchases producing buyer rebate
  • Supplier-maintained product and pricing information, buyer validation and publishing
  • User dashboard with ‘to do’ actions, administration, reporting options
  • Add favourite products/services by individual for repeat orders
  • Search for products by keyword or code
  • Portal can be branded for the buying organisation


  • Single location for all procurement activities
  • Secure procurement environment
  • Reduced costs and increased control
  • Contract compliance
  • Control what individuals can see and buy
  • Increased accuracy 99.5% auto matching from order to payment
  • Real time line level reporting
  • Eliminates overspend
  • Gives accurate picture of procurement across whole organisation
  • Available on desktop, mobile and tablet


£2250 per instance per month

Service documents


G-Cloud 11

Service ID

2 6 0 5 8 5 1 5 8 9 6 2 7 1 7


CloudBuy Plc

David Gibbon

0118 963 7000

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints On occasion cloudBuy completes planned maintenance, this typically takes place out of core business hours or over weekends. Customers are informed of any planned maintenance well in advance through posts to our shared user forum which all customers are invited to free of charge.
System requirements Internet access

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Our Support Team works Monday-Friday from 9am until 5pm UK time. Depending on the severity of the issue, the Support Team aims to respond to all queries within 30 minutes-2 business hours.
User can manage status and priority of support tickets No
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support No
Support levels You will be assigned a Solution Delivery Manager (SDM) who will be your port of call for any queries and support. Support via phone and email is included at no extra cost. It is provided during the office hours of Monday-Friday, 9am-5pm UK time. The severity of any issues reported affects the response time. If an issue has immediate priority, we aim to respond to you within 30 minutes and resolve the issue in two business hours. We have user guides to support your use of the system.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started CloudBuy provides user guides and supportive documentation for each service. On site or online training can be provided through the purchase of Training module, cost of this is subject to the service purchased.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction Download functionality is available for customers to download data. cloudBuy will work with the customer to achieve the extract of additional data as part of the exit plan.
End-of-contract process CloudBuy will establish if the customer wishes to renew the service. If not, access to the service will be disabled for the customer at the contract end date. cloudBuy provides the data associated with the contract as part of its standard service at no additional charge. The customer can get a custom extract or a data conversion by cloudBuy into a different format for a charge that depends on the transformation required.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service CloudBuy products and services are designed to be responsive, so they adapt to the device they are viewed on. Functionality remains the same but the layout will naturally change based on the size of the device.
Service interface No
What users can and can't do using the API Applications can use the API to connect to the service and configure the service. cloudBuy supports multiple industry standard APIs including SAP, Oracle and open APIs and along with cloudBuy's own API. Each of the APIs has documentation and cloudBuy can assist with using the APIs. There are a large number of industry standard APIs in this area and cloudBuy supports all the major APIs and has an integration team that can quickly add on new APIs for integration with new systems.
API documentation Yes
API documentation formats PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Most areas of the service can be customised. Please let us know what your requirements are.


Independence of resources CloudBuy provides an SLA to ensure that all customers can measure that the service performs to the level set out by the SLA irrespective of the demands from other customers.


Service usage metrics Yes
Metrics types We provide a set of reports covering usage, transactions, exceptions and required actions.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance Up to Developed Vetting (DV)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations United Kingdom
User control over data storage and processing locations No
Datacentre security standards Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least every 6 months
Penetration testing approach ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest Physical access control, complying with SSAE-16 / ISAE 3402
Data sanitisation process Yes
Data sanitisation type Explicit overwriting of storage before reallocation
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach Customers can download orders, invoices and credits. Additional data will require cloudBuy input to download and will be chargeable.
Data export formats CSV
Data import formats CSV

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks TLS (version 1.2 or above)
Data protection within supplier network TLS (version 1.2 or above)

Availability and resilience

Availability and resilience
Guaranteed availability CloudBuy normally provides a 99.9% SLA and has a 100% track record of meeting this SLA. Customers that require a 100% uptime SLA can pay an additional amount based on the level of business loss as a result of down time. cloudBuy is normally providing ecommerce systems where the requirement is 100% availability 24 x7 x 365.
Approach to resilience CloudBuy has a N+2 redundancy standard covering firewalls, applications and storage systems spread over multiple datacentres. cloudBuy is normally providing ecommerce systems were the requirement is 100% availability 24 x7 x 365.
Outage reporting CloudBuy provides customers with access to the cloudBuy user forum which is used to update and inform customers of incidents, outages, planned maintenance and upgrades. Notifications are sent to customers as part of the user forum workflow.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels Private network and 2 factor authentication.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for At least 12 months
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for At least 12 months
How long system logs are stored for At least 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 NQA
ISO/IEC 27001 accreditation date 12/06/2018
What the ISO/IEC 27001 doesn’t cover Nothing, everything related to customer data is covered.
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification Yes
Who accredited the PCI DSS certification ComSec
PCI DSS accreditation date 31/07/2018
What the PCI DSS doesn’t cover No current exclusions (sometimes we need to exclude certain customer systems which do not meet the PCI standard, but we aim to have all systems up to standard, e.g. when we had Government customers that continued to use FTP after its use was prohibited by PCI)
Other security certifications Yes
Any other security certifications Cyber Essentials

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards ISO/IEC 27001
Information security policies and processes CloudBuy is certified ISO 27001 for information security. cloudBuy completes audits and we are re-certified annually. cloudBuy is also externally audited for PCI DSS compliance at Level 1.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach There is a separation of duties and an automated process. After agreeing a business requirement, our developer(s) complete and review and then it is merged by another developer. Changes are regression tested and then passed to QA for testing. They are then deployed in an automated process without downtime. The core of the system is a secure, penetration tested framework to ensure security. Penetration testing is carried out regularly with addtional tests carried out when any changes have a potential security impact.
Vulnerability management type Supplier-defined controls
Vulnerability management approach CloudBuy's infrastructure is tested annually and after any major system alterations. Testing is performed by PCI and CHECK accredited testers, comprising checks of possible holes in our security. They identify high-risk vulnerabilities, including a combination of low-risk vulnerabilities applied in sequence or those that are not necessarily picked up during our own scans. We also carry out quarterly internal and external network scans by an accredited PCI scanner, as well as our own internal and external daily scans. Any vulnerabilities are imemdiately patched.
Protective monitoring type Supplier-defined controls
Protective monitoring approach We have a PCI accredited external monitoring company monitoring our logs for any attacks or compromises along with our SIEM and if we have an incident we respond immediately.
Incident management type Supplier-defined controls
Incident management approach Our incident management process covers immediate response to any serious incident along with proactive notification to any affected customers and regular updates to any affected customers. We regularly test incident response and look at how we can continuously improve our processes with pre-defined processes for potential major events. Incidents are not a common event. Users can report incidents through our applications, email or phone. We provide incident reports via our forums, and our ticketing system which we share with customers so that they can see the status of any ticket or indident.

Secure development

Secure development
Approach to secure software development best practice Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Public sector networks
Connection to public sector networks Yes
Connected networks
  • Joint Academic Network (JANET)
  • Health and Social Care Network (HSCN)


Price £2250 per instance per month
Discount for educational organisations No
Free trial available No

Service documents

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